Sr Administrative Assistant

Job Description

Reporting to the Chairs of Biomedical and Pharmaceutical Sciences (BPS) and Pharmaceutical Economics and Policy (PEP), the incumbent will provide administrative support to the department chairs, faculty, research staff, and graduate students. Manage department office and oversee workflow. Maintain and submit records for the use of departmental P-card.

Respond to inquiries and disseminate information ensuring that each request is handled appropriately. Respond to requests from the Office of the Dean and assist with faculty searches. Submit purchase requisitions and track delivery, and otherwise assist faculty and staff in ordering supplies. Coordinate special events, meetings and projects for the department.

Responsibilities

Provide administrative departmental support

Manage department offices and oversee workflow.

Process purchases through PeopleSoft, including assisting in setting up new vendor accounts, and coordinating with the Lab Specialist for receiving lab supplies and equipment.

Respond to internal and external inquiries and requests for information providing excellent customer service in timely manner. Provide information about University policies and procedures to the department and visitors.

Assist in drafting procedural manuals for departments.

Assist with processing contracts/agreements related to purchases and events.

Track departmental expenditures from Curriculum Delivery budget for APPEs, Capstone, and Rotations allotments to purchase supplies for their laboratories.

Maintain and submit records for the use of departmental P-cards, input information into online system to reconcile purchases.

Maintain release station printers and poster printer equipment and supplies and stock them with paper and toner. Create work requests for equipment when needed. Alert the Dean’s Office when supplies need to be reordered.

Prepare correspondence as required. Review and summarize department data and prepare reports used for program review, planning and forecasts.

Assist with departmental faculty searches, including but not limited to gathering and analyzing information on CV and transferring to spreadsheets, creating and maintaining search folders on ShareFile and uploading documents into respective folders, emailing communications to candidates, attending search committee meetings and taking minutes, uploading pertinent information into search folder.

Track faculty travel and membership expenses from their departmental allotments.

Generate and track lecturer/overload faculty contracts including but not limited to creating profile and entering information into the PeopleSoft database. Collaborate with HR and Faculty Affairs.

Serve on various administrative committees and represent concerns of the Departments.

Schedule and coordinate guest lecturers and seminar speakers, including preparing and processing speaker agreements for signature, preparing and sending schedules, parking passes, coordinating catering and honorarium for services.

Print scientific posters for faculty and students and track usage.

Maintain departmental calendar.

Coordinate in-office schedules for numerous Lecturers sharing office space to meet with students.

Coordinate special events, meetings, and projects

Plan events including announcements, calendaring, room reservations, and catering arrangements.

Schedule meetings and take minutes as requested.

Assist faculty and Dean’s Office with special projects as requested.

Coordinate interview schedules for faculty and staff candidates, including calendaring, room reservations, parking permits, preparing and sending itinerary, and assisting with flight and hotel reservations when necessary.

Required Qualifications

A minimum of four years of demonstrated professional administrative support experience preferably in higher education

Bachelor’s degree and/or equivalent combination of education and work experience.

Proven ability to carry out duties in a timely manner

Proven ability to reason, prioritize, problem solve and communicate logically

Experience in meeting/event coordination

Experience carrying out duties when faced with interruptions, distractions and a fluctuating workload

Skills for basic arithmetic and calculation skills

Experience using standard office equipment and Microsoft Office tools including Outlook, Excel, and Word.

Strong organizational skills to maintain office files, schedule, calendar, and coordinate logistics for meetings and special events, including publications, media services and catering.

Demonstrate effective, clear and businesslike written and oral communications – including solid editing, proofreading skills.

Experience taking concise and accurate meeting minutes.

Excellent interpersonal skills with diverse groups and individuals at all organizational levels, both inside and outside of the University.

Excellent problem-solving skills

Ability to use tact, diplomacy and maintain a high level of confidentiality.

Strong commitment to teamwork.

Service-oriented, with ability to maintain a pleasant and helpful attitude.Company Description

Chapman University is a nationally ranked institution offering traditional undergraduate and graduate programs in the heart of Orange County, one of Southern California’s most diverse and vibrant regions. The university achieved R2 status in the Carnegie Classification of Institutions of Higher Education, a distinction held by just 10 percent of all U.S. universities.

Chapman University does not discriminate on the basis of race, color, gender, religion, national or ethnic origin, disability, age, marital status or sexual orientation in the administration of its education policies or any other policies or programs administered by the university.